IT procurement isn’t just about purchasing software or hardware. It’s a multi-stage process that requires careful planning, negotiation, and risk management. 

Procurement managers must balance cost, compliance, vendor relationships, and evolving technology needs—all while ensuring efficiency. 

But’s it’s easier said than done. 

Digital transformation is a top priority for 76% of procurement leaders, yet only 32% have successfully implemented their strategy. 

On top of that, 70% of CPOs report rising procurement risks. 

Delays, budget overruns, compliance issues, and security vulnerabilities can seriously hurt a business. A single misstep can lead to wasted resources, operational disruptions, or even reputational damage. 

The challenges are many, but they’re not insurmountable. The key lies in identifying common roadblocks and knowing how to overcome them. 

In this blog, we’ll break down the top seven IT procurement challenges and explore practical ways to navigate them. 

Let’s dive right in! 

Why is IT procurement difficult? 

IT procurement is complex because it involves multiple stakeholders, evolving technology, and strict compliance requirements. 

Unlike traditional procurement, IT procurement experts must assess software compatibility, cybersecurity risks, and long-term scalability—often across multiple departments. A single delay or oversight can lead to system failures, security breaches, or costly vendor lock-ins. 

And, by the way, choosing the right tools is only one aspect of it. IT procurement teams must also negotiate contracts, manage licensing, and ensure seamless integration with existing infrastructure. With rapid technological changes, what works today may be outdated tomorrow, making long-term planning even harder. 

External factors add to the challenge. There are shifting regulations and rising costs. The vendor policies are becoming unpredictable. All of this contribute to more risk. 

7 IT procurement challenges and solutions 

Procurement functions working with global teams must stay agile. But as it stands today, many struggle to keep up with the pace of change. 

Let’s look at the top challenges and how to overcome them. 

Challenge #1: Managing IT asset lifecycle across a distributed workforce 

Keeping track of IT devices isn’t easy—especially with remote and hybrid teams. When employees leave, getting company-owned laptops, phones, or other tech back can be a struggle. In fact, 71% of HR professionals say at least one departing employee doesn’t return their equipment. Remote workers are 17% more likely to retain devices than on-site staff. 

Lost devices aren’t just a financial hit—they’re also a security risk. Outdated or unmanaged devices increase cybersecurity threats. On top of that, IT maintenance costs keep rising. Support expenses can range from $100 to $200 per user each month. Without a proper system, costs add up fast.

Managing repairs, warranties, and tracking assets across different locations adds another layer of complexity. IT teams must ensure quick turnaround times while keeping costs low. Without streamlined processes, inefficiencies pile up. A smarter approach to IT asset lifecycle management is the key to reducing risks and costs. 

Challenge #2: Device delivery delays impacting productivity 

Getting IT equipment to employees on time is harder than it seems. Procurement teams often face delays due to shipping issues, customs hold-ups, and manual processing bottlenecks. 

In 2024, 15% of all shipments to U.S. businesses were delayed. That means many employees are left waiting for essential devices. 

Global supply chain disruptions make things worse. Shipments from Asia to North America now take an average of 63 days—seven days longer than last year. Shipping reliability is at an all-time low. Geopolitical issues and port congestion add to the chaos. 

Delays aren’t just frustrating; they affect business operations. New hires can’t work efficiently without their devices. Project timelines get pushed back. IT teams scramble to find temporary solutions. Employee satisfaction drops, especially during onboarding. 

A better approach to IT procurement can help. Tracking shipments in real time, streamlining customs processes, and aligning deliveries with employee start dates can minimize delays. And how to do get this? ZenAdmin makes it simple. It gives all the updates in real-time for all the IT equipment you want in one single dashboard. 

Moreover, it also ensures that devices are shipped from the warehouse within 8 days with all the configurations needed. So all you gotta do is add a requirement and the rest is sorted by ZenAdmin — without any oversight needed. 

This ensures employees get their devices when they need them—without disrupting productivity.

Challenge #3: Vendor inconsistencies leading to unreliable hardware 

Not all IT hardware is created equal. When companies work with multiple vendors, maintaining consistent quality becomes a challenge. 

In fact, 91% of businesses say reliable products require trusted suppliers. But inconsistent vendor standards can lead to mismatched specs, poor hardware durability, and unpredictable support services. 

Different regions have different manufacturing standards. Some vendors swap out components based on availability, leading to variations in build quality. This creates compatibility issues when devices need to integrate with existing systems. Inconsistent warranty and support policies further complicate things, leaving IT teams struggling to manage repairs. 

The impact is significant. Unreliable hardware affects performance, increases downtime, and leads to higher long-term costs. Employees experience device failures, and IT teams deal with a flood of support tickets. 

The solution? Standardize your hardware procurement and leasing with ZenAdmin. By working with pre-vetted vendors and enforcing consistent device specifications (which we offer), you can ensure reliability across all regions. A centralized vendor management system reduces risks, improves support, and makes IT procurement more predictable. 

Challenge #4: Bulk IT procurement is still an inefficient process 

Ordering IT equipment in bulk sounds efficient, but it often leads to wasted resources. Many companies end up with too much stock or not enough. 

In 2024, excess inventory accounted for 38% of SMBs’ stock. Larger companies (500+ employees) had it even worse, with overstocking rates hitting 44%. That’s a lot of capital tied up in unused devices. 

Storing access inventory unnecessarily increases cost. But it’s not the only problem here. Many companies struggle to predict supply chain disruptions. Only 25% of firms can accurately anticipate procurement risks. This leads to last-minute purchases, stock shortages, and unexpected costs. 

Traditional bulk procurement methods make things worse. Manual tracking systems can’t keep up with growing inventory. Companies either over-purchase, wasting money on unused hardware, or under-order, causing delays for employees who need devices. 

ZenAdmin simplifies bulk IT procurement. With automated inventory tracking and bulk order automation, businesses can avoid overstocking and shortages. Instead of relying on guesswork, companies can track exactly what they have and what they need. That means fewer wasted resources, better budget control, and smoother IT operations. 

Challenge #5: IT procurement and onboarding are not in sync 

IT procurement and employee onboarding often don’t sync up. Many companies rush through onboarding—25% of U.S. firms spend less than a day on it. That leads to big problems. Over half of new hires feel unprepared, and for remote employees, that number jumps to 63%. Poor onboarding even increases manager fatigue by 42%. 

A big part of the issue? IT delays. 

One in four employees experiences issues with email setup, software access, or device availability. Large companies see a 16% attrition rate within the first six months due to these frustrations. 

When procurement and onboarding aren’t aligned, HR teams struggle to get devices to new hires on time. IT teams are left scrambling to configure equipment. Procurement teams often place last-minute orders, leading to expensive rush shipments. The result? Productivity gaps, frustrated employees, and unnecessary costs. 

ZenAdmin solves this by connecting HR and IT workflows. It syncs hiring plans with procurement, automates notifications for new hires, and ensures devices arrive pre-configured before day one. No more last-minute IT headaches—just a seamless, stress-free onboarding experience for everyone. 

Challenge #6: Talent Shortages in IT Procurement

Finding and keeping skilled procurement professionals is harder than ever. The demand for experienced talent is high, but the supply is low. This puts extra pressure on existing employees, leading to burnout and inefficiency. 

Without enough skilled people, procurement teams struggle to manage complex processes, negotiate effectively, and implement strategic initiatives.

Competition for top procurement talent is fierce. Larger companies with bigger budgets often attract the best candidates, leaving smaller businesses at a disadvantage. On top of that, IT procurement requires expertise in digital tools and data analytics—skills that aren’t easy to find. 

But if you have a shortage of talent, and even if you don’t, ZenAdmin ensures your procurement runs smoothly with minimal human oversight. It centralizes all your procurement data in one place, increasing efficiency. Employees no longer have to waste time on calls and emails for updates—ZenAdmin processes everything on the backend. You can rest assured that the right equipment will reach employees on time, without adding stress to your team. 

Challenge #7: Costs of procurement are rising due to fragmented workflows 

A 2024 study found that 40% of companies saw increased sourcing costs due to inflation, supply chain disruptions, and rising material prices. But it’s not just external factors. Disconnected procurement workflows add to the problem, causing inefficiencies that drive costs even higher. 

Companies with fragmented procurement processes experience 20% longer contract cycle times. This leads to strained supplier relationships, missed discounts, and expensive last-minute purchases. Poor contract management alone can cause businesses to lose up to 9% of their annual revenue. 

Hidden costs pile up—duplicate vendor onboarding, inconsistent pricing, and manual reconciliation of purchase orders. Managing multiple vendors without a unified system leads to unnecessary spending.

With ZenAdmin, you don’t have to deal with these inefficiencies. It centralizes procurement, automates approvals, and provides real-time spending insights. Your team won’t have to chase invoices or negotiate last-minute deals. Costs go down, efficiency goes up, and procurement finally runs like a well-oiled machine. 

Why ZenAdmin is the only solution you need for your IT procurement woes? 

IT procurement doesn’t have to be a headache. From delayed deliveries to rising costs and fragmented workflows, the challenges are real—but they don’t have to slow your business down. 

With ZenAdmin, you get a single, streamlined solution that takes the complexity out of procurement. 

No more endless email chains or chasing vendors for updates. ZenAdmin automates the entire process—tracking inventory, managing bulk orders, and ensuring devices reach employees on time. 

It also gives you real-time data, so you can make smarter, cost-effective decisions without manual guesswork. 

Whether you’re struggling with talent shortages, onboarding delays, or inconsistent hardware quality, ZenAdmin handles it all with minimal human oversight. Your procurement team stays productive, your IT operations run smoothly, and your employees always have the tools they need. 

Stop letting IT procurement slow you down. Book a demo today!